Stately Albion T/A Kirklees Light Railway is committed to
safe guarding the privacy of our visitors, website visitors, staff and
volunteers. This policy sets out how we will use and treat your personal
information.

Changes
to our Privacy Policy

We review this policy regularly as part of our internal
processes or as our services, activities or processes change. It is subject to
change at any time, but the most up to date version will be published on our
website. www.kirkleeslightrailway.com

Contacting
Us

If you would like to request further information about
our Privacy Policy or exercise any of your rights, you can contact us by the
following methods.

We take complaints regarding your privacy seriously. If
you think we are mishandling or using your data incorrectly or inappropriately
please bring it to our attention. In all cases we will be happy to provide an
explanation of why we have used your data in a specific way.

Your
Rights

You may request us to provide you with any personal
information we hold about you. This is called a Subject Access Request.

We will ask you to provide documented evidence of your
identity. This will include a copy of photographic ID such as a Passport of
Photographic Driving Licence and a current Utility Bill

We are required to respond to your request within 30
calendar days of verifying your identity. We may contact you to clarify your
request or to ensure we have the correct information to fully meet your
request.

If you believe the information we hold about you to be
inaccurate or incomplete, you may ask us to correct or complete it at any time
through any of our contact channels. Where possible we will make corrections
immediately and confirm with you that it has been done so.

You may ask us to
delete your personal data. We will aim to respond to your request within one
calendar month. We cannot delete certain types of information where we have a
legal or regulatory obligation to retain it. If your request is believed to be
excessive it may be declined. If we decline a request to delete information we
will explain why we have done so.

You may request we do not use your information for
marketing purposes. In practise information used for this purpose will have
required you to opt – in. You do have the option to opt out at any stage. This
may be done by contacting us through our contact channels.

Information
We Collect From You and What Happens To It – Members of the Public

Any information that we collect about you may be shared
to a level of reasonable necessity to our staff both paid and voluntary. This
is to enable us to provide the service that has been advertised. This sharing
may also include sub-contractors working on our behalf. We will not share your
information with independent third parties.

1. Birthday
Party Bookings

Birthday party bookings are made by you either over the
telephone or in person. We record your name, address, contact telephone number
and email address. This information is recorded on a hand written booking form.
This form is then kept in a locked filing cabinet and will be retained until
four weeks after the party has taken place and will then be destroyed.

The information from the booking form will be entered on
an electronic spreadsheet and used as a basis for a confirmation letter. These
electronic files are kept on a secure server and accessed only by staff members
with the appropriate passwords. The entry on the spreadsheet and an electronic
copy of the letter will be retained for four weeks after your party and then
will be permanently deleted.

2. Driver
Experience Course Bookings

Driver Experience Course Bookings are made by you either
over the telephone or in person. We will record the name, address, contact
telephone number and email address of the person making the initial booking and
the course candidate on a hand written booking form. This form will be retained
for 13 months in a locked filing cabinet after which time it will be destroyed.
The information from this form will be entered on to a secure excel spreadsheet
and onto confirmation letters of the initial booking and date confirmation of
when the course will take place. The entry in the spreadsheet and electronic
copies of the letter will be retained for 13 months or until 4 weeks after the
course has taken place after which time they will be permanently deleted.

3.Gift
Vouchers

Gift Vouchers are purchased by you for many different
aspects of our visitor offering. These are purchased over the telephone or in
person. We will record the name, address, contact telephone number and email
address of the person making the initial booking and the recipient of the
voucher on a hand written booking form. These details will be entered on to a
spreadsheet and onto a gift voucher which we will post to the recipient, if you
request us to. If the voucher is event specific we will retain the details
until four weeks after the event and then the entry will be deleted. If the
voucher is not date specific we will retain the details for 13 months (a
voucher will be valid for a maximum of 12 months) after which time details will
be deleted.

4.Photography
Courses

You may telephone us; go online or book in person. If you
are booking online please see below for what happens to your details. If
booking in person or by telephone your name, address, telephone and email
address will be entered onto a booking form. The details from which will be
entered on to a spreadsheet and a confirmation letter. The booking form will be
retained in a locked filing cabinet for 13 months or until 4 weeks after the
date you or the candidate attends the course. After which time the form will be
destroyed and electronic records deleted.

5. Season
Tickets

You may purchase season tickets over the telephone, in
person or online via our website. You will be asked to provide your name,
address, email address and telephone number. These details will be entered into
the vTicket online website. This website is operated and run by Wilson Digital
Media. This is a secure website, access is restricted to those authorised to
manage and input date via agreed usernames and passwords. Your details will be
retained in it for 16 months. This will allow for the duration of the season
ticket and allow you time to renew should you wish to. After this time if you
do not renew your details will be made electronically anonymous but an unnamed
record will remain for our accounting purposes.

6. Special
Event Tickets

You may book special event tickets either online, in
person or via the telephone. If you are booking in person or over the telephone
your name, address, email and telephone number will be entered into the vTicket
website which is operated and run by Wilson Digital Media. This is a secure
website, access is restricted to those authorised to manage and input date via
agreed usernames and passwords. Your details will be retained in it until four
weeks after the event you attended. After this time your details will be made
electronically anonymous but an unnamed record will remain for our accounting
purposes.

7. Competition
Sheets

On your visit to us you may take part in our "Spot the….”
competition. These sheets have an option for you to opt on to our marketing
mailing list. These sheets will be retained in a locked filing cabinet until one
of our marketing staff adds your details to our mailing list. At this point the
sheets will be destroyed. Our mailing list is maintained by ourselves and is
hosted by Mailchimp.

8. Written
correspondence

Written Correspondence that you send to us whether
electronically or in hard copy and any response from ourselves to the
correspondence will be retained indefinitely if there is a legitimate need for
us to do so. If we do not need to retain the correspondence it will be
destroyed or deleted.

9. Telephone
Enquires

You may be required or need to leave your name and
telephone number with us. In these situations the name and number will be
written down on paper. These details will then be typed into an email and
emailed to the specific staff member you were trying to contact or who is
responsible for the area you are contacting us about. The piece of paper will
be destroyed and the email is secure. Once processed your details maybe deleted
if there is not a legitimate reason for the person to retain them any longer.

10. Lost
Property Enquiries

You may be unfortunate enough to lose an item when you
visit us. You may leave your name; address and telephone number with us in case
the item is found. These details will be recorded on a form that will be kept
in a locked filing cabinet until the item is found or three months pass. After
which time the form will be destroyed. If you lose a credit or debit card
onsite we urge you to report it to your bank immediately to prevent fraudulent
contactless use.

11. Electronic Mailing List

You may have subscribed to our electronic mailing list
which is used for our newsletter and direct marketing purposes. You are
required to opt in to this mailing list. This mailing list is hosted by
MailChimp. Your details will be retained in this mailing list until you update
your preferences and choose to unsubscribe from it.

12. Our
website, Online bookings and Cookies

Our website is hosted and operated by vTickets / Wilson
Digital Media. Our website uses cookies to enable it to work correctly and more
efficiently. A cookie is a small file that is
automatically issued to your computer when you enter most websites (including
this one) and which is stored by the browser on your computer's hard drive.
Cookies identify your computer, not the individual user of your computer. We do
not use cookies to collect personal information about you. Cookies are only
used to track your order progress and user preferences and to improve your
overall experience using the website.

If you wish to restrict cookies that are being set by our website you
can do this via your browser settings. For more information about cookies and
how they work on different browsers please visit www.aboutcookies.org.

Please be aware that restricting cookies to our website will inhibit
your ability to sign in or purchase tickets.

We track how our website is used by using Google Analytics which allows
us to monitor how the site is navigated and how long it is used for. This
information is generated by use of cookies. The information generated is stored
by Google. Google’s privacy policy is available at http://www.google.com/privacypolicy.htmlAccess to Google Analytics is via secure
username and password. The information is used by our marketing staff, who are
responsible for the website, to manage content effectively.

When you purchase tickets on line your name, address, telephone number
and email address are recorded. This information is only accessible by our
staff with usernames and passwords. When booking online the IP address of you
online device is also recorded. These details will be retained for four weeks
after the event has taken place. After which time a record of the booking will
remain but your details will be made anonymous.

Online payments you have made are via Stripe UK. This is a secure online
payment system

Tickets will be posted out in envelopes using the Royal Mail.

13. Social Media

We use the several social media platforms including Facebook, Instagram
and Twitter. Stately
Albion T/A Kirklees Light Railway is not responsible for the privacy policies
or practises of these platforms. You may wish to contact us using either the
public methods or the private messengers sections. Please remember Social Media
platforms should not be considered a secure place for personal data to be
entered. If you contact us by the private messenger function on a specific
platform we will archive the messages to restrict access by ourselves as users,
where it is possible to do so. We cannot delete date from these platforms nor
can we guarantee that there will not be access from the Social Media platforms
personnel or third parties.

Information
we hold relating to our Staff (Paid and Voluntary) and how it is used.

Volunteer Files

We hold a file on each of our volunteers. These files are
kept in a locked filing cabinet. These files contain a volunteer information
form which includes address, telephone and email details. These forms are
signed to acknowledge how the date is used, if the volunteer is under 18 years
of age it must be countersigned by a responsible adult. There is a sealed
envelope which contains a medical form which is renewed every two years.
Previous medical forms are destroyed. These medical forms will be passed to emergency
service crews should the need arise. The files also include details of
qualifications obtained at the Kirklees Light Railway, medicals undertaken for
safety critical roles and details of any disciplinary action that may be taken.

Due to the safety critical nature of our business
volunteers cannot opt out of us holding this information. Should a volunteer
cease to be a volunteer the file will be retained for six months and then
destroyed. If a volunteer chooses to retire, but wishes to remain in contact
with us, the file will be retained until we are instructed otherwise.

Access to these files is restricted to the General, Commercial
and Operations Managers

2. Volunteer
Emails

We hold two email distribution lists for our volunteers.
These are used for staffing purposes and the distribution of safety critical
notice which are pertinent to our safe operation. Our emails are password
protected and are provided by Fasthosts and Webmail. The data is downloaded on
to our server which is at Clayton West station. When bulk emails are sent they
are sent to undisclosed recipients.

3. Paid Staff Records

We hold a file for each member of staff who has received
payment for the work they undertake for us. These files are kept in a locked
filing cabinet which the General Manager has sole access to. These files
include a staff information form which details address, date of birth, and
contact information. The files contain a copy of the staff member’s contract.
The files may include references from previous employers, medical reports,
details of disciplinary actions and financial details. If the member if staff
is under 18 years of age there will be a signed statement from a responsible
adult acknowledging that the details will be kept on file. We will retain the
following information for the time periods stated

Name, Address, Date of Birth, National Insurance Number
and financial details will be passed to our Payroll Accountants, Evans and
Partners in Bristol.

4. Pay
Slips

We hold copy payslips for all employees. These are
retained for three years after which time they will be destroyed. Digital
copies of payslips for the duration of an individual’s employment are retained
by our payroll accountancy firm Evans and Partners.